65.001 How to stop Acrobat opening PDF files and choose another app to open them

Document Control 

Document Name	35.01565.001 PECHow Trustto Leaversstop ProcessAcrobat opening PDF files and choose another app to open them
Version	v0.1v1.0 Draft Current
Author	Neil Tancock, IT Services (HelloSafeharbour ComtecSupport Ltd), neil@hellocomtec.neil@safeharboursupport.com
Approval	PECSafeharbour Trust IT Project TeamSupport
Approval date	TBD01-JAN-2025	Review date	TBD31-DEC-2027
Absract	ThisSometimes processhaving detailsyour thePDF stepsdocuments involvedopen in preparingAdobe forAcrobat anis employeenot ideal and you may want to leave the organisation. It ensureschange that organisationalto dataanother program like Google Chrome or Microsoft Edge.  Choosing another program to open PDF documents is secured and organisational assets are returned. straightforward
Scope	This document applies to theall Employee’sclients Manager,of ITSafeharbour ServicesSupport (Hello Comtec Ltd), PEC HR and the PEC IT Project Team Ltd
Inputs	Leavers form, completed by the employee’s managerNone
Outputs	ANone Help Desk ticket to track progress assigned to hiring manager  Employee’s access to organisational and client data is removed  All PEC assets are recovered from the employee

 

Change Control 

Date	Author	Version	Change
18-NOV-202202-DEC-2024	Neil Tancock	0.0	First version
01-JAN-2025	Neil Tancock	1.0	Approved

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When someone

leaves

 the

organisation there are a series of steps to go through to ensure the organisation’s data & resources are secured and any equipment in use by the employee is returned.  This process is designed to help in those steps.

 

• The hiring manager or PEC HR should: 
  • Complete the leaver’s form here: 
    https://forms.office.com/r/gDg0FG5mcy 
    This will create a help desk ticket to begin the new start process that will be managed by IT Services. The ticket will be assigned to the leaver’s manager.
• IT Services will then identify which tools and resources are in use by the leaving employee and provide this information to the hiring manager as well as pechr@plymouthenergycommunity.com in order to facilitate the recovery of PEC resources. Those resources can include:
  • Laptop, Power Supply & Carry Case
  • USB Headset
  • Mobile phone and charger
  • Home working setup (Monitor, Mouse, Keyboard, USB hub)
  • Identity badges including PEC and optionally PCC badges
• When the leaving date arrives;
  • All IT resources should be returned to IT Services. If the leaver has a PEC mobile phone, the current PIN to unlock the phone should be recovered
  • IT Services will inspect the returned resources and confirm to the leaver’s manager and PEC HR that all resources have been returned and are in good condition.
  • IT Services will suspend all online accounts unless continued access is required to the leaver’s Microsoft 365 account. IT Services will make a diary entry to suspend the Microsoft 365 account at a later date and to inform the leaver’s manager and PEC HR that the account has been suspended. Accounts can include:
    • Microsoft 365
    • Wildix
    • Plymouth City Council logons
    • PEC Website admin
• All licences should be removed from the user’s PEC accounts, with the exception of Microsoft 365 if continued access is required. If continued access is required, the leaver should provide an alternative mobile phone number so that IT Services can add it to the two-factor authentication methods
• Once the accounts and resources have been recovered the help desk ticket should be updated by IT Services and closed off 

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